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Monthly progress report No. 5 2017

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Monthly progress report No. 5

Design and Construction of a Medical Stores Warehouse- Chipata, Zambia.

Submitted: S.H Mazakaza

Designation: Project Manager

Report Period: 1st - 31st December, 2017


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Contents 1.0.0 Project ................................................................................................................................................................. 2

2.0.0 Project Data .......................................................................................................................................................... 2

2.1 Time Management. ....................................................................................................................................... 3

2.2 Defects Liability Period. ................................................................................................................................ 3

3.0 Attendance ....................................................................................................................................................... 4

4.0 Progress............................................................................................................................................................ 4

A).Mobilization Activity ............................................................................................................................................... 5

B). Site Establishment ............................................................................................................................................... 5

C).Warehouse dispatch Building ............................................................................................................................... 5

D). Warehouse External Activities ...................................................................................................................... 6

4.2 Delayed Activities ......................................................................................................................................... 6

4.3 Mitigation Measures ..................................................................................................................................... 7

5.0 Resources ......................................................................................................................................................... 7

5.1 Labour/Personnel ......................................................................................................................................... 7

5.2.0 Plant and Equipment ......................................................................................................................................... 8

6.0 Materials ........................................................................................................................................................... 9

7.0 Quality Assessment (Works and Designs) ........................................................................................................ 9

8.0 Health and Safety Plan .................................................................................................................................. 10

9.0 Waste Management ............................................................................................................................................... 10

10.0 Documents Submission .................................................................................................................................. 10

Contractual/ Technical Matters .................................................................................................................................... 10

13.0 Conclusion/Recommendation .......................................................................................................................... 12

Photographs ................................................................................................................................................................. 13


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MONTHLY PROGRESS REPORT NO. 5

1.0.0 Project: Design and Construction of a Proposed New Medical Stores Warehouse, Chipata, Zambia

2.0.0 Project Data

Participants

2.01

Employer:

United National Development

Programme (UNDP)

2.02

Beneficiary:

Medical Stores Limited (MSL)

2.03

-

-

Supervisors

Project Focal Person

Project Manager

(External Consultant)

Assistant Project Manager


Clerk of Works


D. Kampamba (UNDP)

S.H. Mazakaza (UNDP)

D. Pfumbauta (UNDP)

P.Mayembe (UNDP)

2.04

Contractor:

Sunshare Construction Limited

2.05

-

Design Consultants

Architects

A+Urban Technics Ltd


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-

-

-

Quantity Surveyors

Mechanical & Electrical Engineers

Civil & Structural Engineers

MNL Associates

DH Engineering Consultants.

Civilinks Engineering Designers

Limited

2.06

Insurer

Golden Lotus Infrastructure

2.07

Subcontractors:

Appointment (outstanding)

2.1 Time Management.

2.1.1 Letter of Award Date: 17/07/2017

2.1.1 Contract Signing Date: 18/07/2017

2.1.3 Site Handover Date: 24/07/2017

2.1.4 Possession of Site: 24/07/2017

2.1.5 Contract Commencement Date: 18/07/2017

2.1.6 Contract Period: Five (05) Months

2.1.7 Contract Completion Date: 15/12/2017

2.1.8 Extension to Contract: 16/02/2018

2.1.9 Revised Contract Completion:

2.2 Defects Liability Period.

2.2.1 Start of the Defects Liability Period

2.2.2 End of the Defects Liability Period


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2.3 Financials

2.4 Performance

3.0

Attendance

3.1 During the period under review, the United Nation Development Programme, Medical Stores Limited and

Sunshare Construction Limited attended all site inspections and site meetings held during the month. The

design consultants attended the last monthly site meeting which was held on 14th December, 2017.

4.0 Progress

4.1 The following are the major milestone activities and how they were carried out in the month under review as shown

in the schedule of works (appendix i) attached:

(i) Site establishment, continued.

(ii) Mobilization activity, continued.

(iii) Dispatch warehouse building, continued.

(iv) Hazardous Store in progress.

(v) Perimeter boundary block wall fence, Continued.

(vi) Warehouse external works, continued.

A breakdown of how each of the individual activities fared by the end of the month is as in the tables below.

2.3.1 Contract Amount (USD): 1,685,307.73

2.3.2 Approved Variations to Date (USD): N/A

2.3.3 Revised Contract Amount(USD) : N/A

2.3.4 Payment Certified (USD): 252,796.16 ( Paid if full)

2.3.5 Penalties per day (USD): 500.00

2.3.6 Maximum Retention to be Held (USD): 10% of Contract Sum

2.4.1 Percentage of Contract Period Lapsed: 100.00%

2.4.2 Percentage of Contract Value Certified out: 90.0%

2.4.3 Percentage of Project Completed: 92.00%


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A).Mobilization Activity

No. Activity State Date

Finish Date

Progress Comments

i Contract Award 18/07/17 18/07/17 100% Done

ii Compile & Submit Safety Plan

21/07/17 21/07/17 100% Done

iii Method Statement 21/07/17 21/07/17 100% Done

iv Preliminary Drawings 21/07/17 23/07/17 100% Done

v Detailed Set of Drawings 19/07/17 05/08/17 95% Detailing in progress

B). Site Establishment

No. Activity State Date

Finish Date

Progress Comments

i Receive Access to Site 24/07/17 24/07/17 100% Done

ii Erect Hoarding 25/07/17 02/08/17 100% Done

Iii Clear Site & Bulk Excavation

25/07/17 07/08/17 100% Done

iv Erect Offices & Store room 26/07/17 09/08/17 100% Done

v Installation & Connection of Services

25/07/17 03/08/17 100% Borehole ( Water) done Generator ( Electricity) done

vi Appointment of Subcontractors

23/07/17 25/07/17 50% To be confirmed. Behind schedule.

C).Warehouse dispatch Building

No. Activity State Date Finish Date Progress Comments

1 Setting Out 02/08/17 04/08/17 100% Done

2 Excavate to Foundations 04/08/17 10/08/17 100% Done

3 Blinding in foundations 10/08/17 12/08/17 100% Done

4 Placing of reinforcement 12/08/17 19/08/17 100% Done

5 Cast foundation concrete bases

19/08/17 25/08/17 100% Done

6 Foundation solid filled block work

25/08/17 08/09/17 100% Done

7 Fill and Compact 08/09/17 16/09/17 100% Done

8 Indoor Floor reinforcement and concrete

16/09/17 26/09/17 100% Done

9 Cast concrete to external column

16/09/17 100% Done

10 Structural steel fabrication and erection

26/09/17 07/10/17 99% Installation of canopies outstanding due to subsequent activities

11 Structural roofing, re-Insulation and Covering

09/10/2017 19/10/2017 78% Structural roofing done, insulation/sisalation being re done.

12 Bond decking for the office (Mezzanine)

13/10/2017 18/10/2017 100% Done

13 Electrical Installations 19/10/2017 14/12/2017 75% In progress. Behind schedule

14 Block work/walling to warehouse

23/10/17 14/11/2017 100% Done

15 Plastering internally and Externally

10/11/2017 30/11/2017 100% In progress. Behind schedule


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16 Concrete to Mezzanine floor (Offices)

12/11/2017 13/11/2017 100% Done

17 Doors, Windows and Partitioning


18 Painting externally 30/11/2017 4/12/2017 80% On hold due to subsequent activities. Behind schedule

19 Floor Tiles 04/12/17 14/12/17 50% In progress. Behind schedule

20 Ceiling installation to offices


21 Plumbing, Electrical Data Airconditioning2nd Fix

08/12/17

14/12/17 60% In progress. Behind schedule

22 Painting internal 11/12/2017 13/12/2017 65% In progress. Behind schedule

D). Warehouse External Activities

No. Activity State Date Finish Date

Progress Comments

1 Hazardous House 02/10/17 22/10/2017 95% In progress. Behind schedule

2 Guardhouse building (Block work completed)

04/10/17 30/11/17 95% On hold. Behind schedule awaiting materials from Lusaka

3 Boundary block work (Perimeter Fencing)

01/10/17 22/10/2017 95% On hold due to subsequent activities. Behind schedule

4 Road works (Paving and Drainage)


5 Sewer Reticulation 24/07/2017 31/11/2017 90% On hold. Delayed due to subsequent work. Behind schedule

6 External Electrical and Water Reticulation

24/07/2017 06/10/2017 75% On hold due to subsequent activities. Behind schedule

7. Lunch shade 27/12/2017 5% In progress. Behind schedule

The general progress on site mobilization, site establishment and works to the warehouse building as well as external

works are as shown on the attached schedule (Program of works), Appendix i. Progress for the works is estimated at

ninety-two (92%) against the planned one hundred percent (100%). The project is generally behind schedule and the

contractors were asked to work more efficiently; engage more labour force, continue with overtime shifts and enhance

material delivery to site in order for them to complete the works within the given extension time.

4.2 Delayed Activities

All activities are behind schedule on account of:

(i) Erect hoarding (Substituted with permanent wall fence) in progress

(ii) Late submission of method statement and quality assurance plan


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(iii) Some subsequent construction activities

(iv) Improper and Inadequate operational and administrational planning by the contractor .

4.3 Mitigation Measures

The Contractor put up some measures such as employing more personnel and working overtime shifts. This is working

well so far. The subcontractors’ nomination is still poor. The contractor has been asked to improve on this aspect.

5.0 Resources

5.1 Labour/Personnel

The contractor had adequate personnel against planned activities during the period under review. The site crew

comprised of both local and foreign personnel. Table 4.1 indicates the labour data as at 31stDecember, 2017.

Table 5.1.0 - Personnel Data

Description

Number

Males

Females

Disabled

Foreign

Local

Contracts Manager

Site Agents

1

Site Engineers

1

Surveyor

Site Administrator

2

Safety/Environmental Officer

Lab Technician

Foreman

5

Operators (drivers)

2

Skilled Labour

1

Semi-skilled Labour

60

Unskilled Labour

70

Total Employees on Site

142


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5.1.1 Some of the key personnel for the works stated in the technical proposal submission will not be available on

the project. The contactor has been instructed to indicate the affected positions and provide alternative

personnel whose credentials should be equal or better than for those initially proposed on the project.

5.1.2 The Design Team is maintaining the key personnel stated in the contractor’s technical proposal

5.2.0 Plant and Equipment

The plant and equipment deployed on site is indicated in Table 5.2

Table 5.2 Equipment on Site

No.

Description

Plant No.

Date on Site

Qty

1 15t Tipper Truck 21/08/2017 01

2 380 liters Concrete mixer 25/08/2017 01

3 32KW Output power Generator 25/08/2017 01

4 2000L Water storage tank 25/08/2017 01

5 Small Generator 25/08/2017 01

6 12ton roller compactor Off hired 2/10/2017 01

7 Front end loader Off hired 2/10/2017 00

8 25t Mobile crane Off hired 6/10/2017 00

9 Concrete Poker Vibrator 25/08/2017 03

10 500 liters Concrete mixer 01/12/2017 01

The plant is not adequate for the current activities. The contractor has therefore, been instructed to bring in plants like

Grader or Front end loader for road works and drainages.


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6.0 Materials

Materials deployed for warehouse works are inadequate. The contractor has been instructed to improve on the

procurement and quick delivery of materials to site. The quantity of materials available on site is adequate for the

current activities but the contractor has been urged to continue ensuring availability of the materials for efficient

operations.

In terms of quality, kerb stones manufactured by the contractor on site were found to be of poor quality. Therefore,

contractor was instructed to get rid of all the kerb stones on site by 20th December, 2017 and buy good ones directly

from reputable suppliers in Lusaka.

7.0 Quality Assessment (Works and Designs)

The quality of mobilization infrastructure namely, site offices, storage, warehouse building and associated services –

water and electricity installation meet the minimum expected specifications for quality standards. Also the plant and

equipment deployed on site are in good working condition. In addition, the quality of drawings and associated detailing

has also met the minimum quality standard based on the latest revised drawings.

Item No. Materials Description Qty/Unit

1. River sand 150 tons

2. 19 mm stones 200 tons

3. 50kgs cement bags 1200 pockets

4. Building sand 50 tons

5. Structural Steel members 100% delivered to site

6 500micronable DPM 05Rolls

7 257 Mesh Wire 10Rolls

8 DPC 15 Rolls

9 Roofing sheets 100% delivered to site

10 8” Concrete blocks 500 No



13 Concrete paving bricks 5000No

14 Clear view material 100% delivered to site

15 Door frames 100% delivered to site

16 Neelkanth cables 7 rolls

17 Durkeesox air dispenser system 4 boxes

18 Glazed wall tiles 45 boxes

19 DB 10 units

20 Solid core flash doors 45No.


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8.0 Health and Safety Plan

Generally Health and Safety Site requirements are satisfactory. Borehole water has been tested for human

consumption and the results submitted to the Engineers for calcification of quality. Ablution facility construction is

completed and water born toilets provided with fair sanitation which is enhanced with regular disinfection. The Healthy

Plan has been submitted and the Contractor has First Aid Kit on site.

Safety management, in terms of ensuring all workers on site have requisite safety clothing, safety shoes and helmets

had been breached on a number of occasions before. The contractor was however, instructed to adhere to safety

clothing provisions as stated in the safety plan. This instruction is being adhered to and safety monitoring is continuing

on a daily basis. The contractor is to ensure Safety and Health standards on site are adhered to as postulated in the

contract. This requires employment of a Safety Officer. The contractor has been asked to employ a new safety officer

although no accident was recorded in the month of December.

9.0 Waste Management

The Waste Management Plan is in place and implementation. The contractor is abiding to the control measures basing

on general guidelines. The environment is generally clean, disinfection is regularly done to the toilets and rubbish bins

have been brought on site for waste disposal.

10.0 Documents Submission

11.0 Financial Matters

The project manager confirms that stage one to three has been paid.

Contractual/ Technical Matters

12.1 Subcontracting

The following works have been subcontracted and the Subcontractors are as follows:

- Electrical Installation- sun share( internally)

- Fire Protection Systems-outstanding

- Air Conditioning Installation

- Mechanical - Ndykay Limited

- Security Installation – Win-Link Limited

- Chiller installation – BJ Cooling

- Gen set installation-outstanding PM to provide guidance


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- Telephone ( outstanding)

- Turnstiles, electrical boom and access control outstanding.

It is reported that the contracts are for labour only as the two parties could not agree on final rates for supply and fix.

12.2 Designs

The Design Team was working on the various disciplines with the following anticipated milestone to be achieved;

Activity

Architectural and Structural Foundation preliminary layout drawings with

associated details completion and subsequent approval by the Project

Manager. Completed

Submission of architectural and structural drawings to the Local

Authorities and lodging of an application-in- principle to commence

construction works prior to drawings approval. Submitted and approved.

Submission of final detailed architectural drawings to the Project Manager.

Done

Mechanical drawings were submitted

Bills of Quantities to be finalized upon receipt of detailed and final

drawings from the Architects and Engineers.

12.3 Insurance

The total insurable cover for project is equivalent to the total contract value.

12.4 Communication

12.4.1

All communication to be managed effectively, between the client, the contractor, and the design team

and vice versa, and it should be channeled through the Project Manager. The contractor and their design team have

been advised to fully read the entire contract to avoid unnecessary assumptions, which might have negative impact on

the project in terms of expected deliverables.


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12.5 Construction Activity Progress Projection Plan (CAPPP)

Work planned for next two weeks

I. Sisalation/ insulation and covering will be completed 100%

II. Hazardous store will be completed 100%

III. Sewer reticulation will be completed 100%

IV. Boundary block work ( perimeter fencing )will be completed 100%

V. Tile fixing to offices and ceiling will be 100%

VI. External and internal wall painting to be completed 100%

VII. Road works (Paving and drainage) to be completed 100%

VIII. Guard house to be completed 100%

IX. Electrical installations to continue

X. Doors and windows installation to be completed 100%

XI. Lunch shade to continue.

XII. Electrical reticulation to be done 100%

XIII. Plumbing, Electrical Data Air-conditioning fix1 to continue

XIV. Floor Tiling to be completed 100%

XV. Ceiling installation to offices to be completed 100%

XVI. Painting internal to be completed 100%

XVII. Air Condition works to continue

XVIII. External Electrical and Water reticulation to be completed 100%

Note: The Contractor to submit a recovery plan and follow it and level the delay in a weeks’ time.

13.0 Conclusion/Recommendation

The overall project progress stands at 92% against 100%. Recovery measures should include: the contractor to revise

the Programme for the outstanding works, timely ordering and delivering of outstanding materials, continue increasing

labour/personnel and introducing overtime on selected activities. The contractor is however, reminded to ensure there

is adequate lighting in all work places in times of overtime shifts. Rain coats should also be availed to workers to

promote productivity during light rains. In addition, more equipment is to be brought on site as demand increases.

The Project Manager and Clerk of Works will closely monitor the delayed activities and ensure that the delays are

worked over in the stipulated time frame without further delays.


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Photographs

The pictures below show the latest progress of the works on site as at 31/12/17.

Figure 1. South Eastern side elevation- (painting, and road civil /concrete works)


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Figure 2: Mezzanine floor passage Window or door frames /ceiling.


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Figure 3. Roof insulation- new layer being added


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Figure 4: Paving road works -Northern side of the warehouse building